BT CLOUD VOICE COMMUNICATOR DESKTOP EDITION. USER GUIDE.

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BT CLOUD VOICE COMMUNICATOR

DESKTOP EDITION.

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2 1. Introduction. 3

1.1 Overview. 3

1.2 Audience. 3

2. Requirements. 4

2.1 Hardware & Software Requirements. 4 2.2 Multimedia Device

Requirements. 4 2.3 Licensing Requirements. 5 2.4 Network & Firewall Requirements. 5 3. Getting Started. 6

3.1 Installation. 6

3.1.1 Windows. 6

3.1.2 Mac. 9

3.2 Login & Password Management. 9

3.2.1 Start-up & Login. 9

3.2.2 Managing your Username & Password. 10 3.2.3 My Room Integration Configuration. 10

3.3 Main Window. 11

3.4 Communications Window. 13

3.5 Chat Window. 13

3.6 Making an Audio or Video Call. 13

3.7 Sharing Your Desktop. 14

3.8 Active Communications. 14

3.9 My Room. 14

3.10 Select Audio Devices. 15

4. Contacts. 16

4.1 Adding Contact Details. 16

4.2 Editing Contact Details. 16

4.3 Filters. 16 5. Buddy Status. 17 6. Chat. 18 6.1 Chat View. 18 6.2 File Transfer. 18 6.3 Group Chat. 19

7. Audio and Video Calls. 20 7.1 Making a Call from your Computer. 20 7.2 Calling from your Phone. 20

7.3 Answering a Call. 21

7.4 Contact Name Lookup. 21

7.5 Missed Call or Communication. 21 7.6 Full Screen in Video Call. 21

7.7 Call Waiting. 21

7.8 Call Transfer. 22

7.9 Message Waiting Indication (MWI). 22

7.10 Headset Support. 22

8. Desktop Sharing. 23

9. My Room. 24

10. Search. 25

10.1 Search using Outlook. 25

11. Full Enterprise Directory. 26

12. Communications History. 26 13. Preferences. 27 13.1 Credentials. 27 13.2 General. 27 13.3 Audio. 28 13.4 Video. 28 14. Call Settings. 29 14.1 Call Director. 29 14.2 Remote Office. 29 14.3 Forward calls. 30 14.4 Do Not Disturb. 30 14.5 Hide Number. 30

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3 Welcome to the BT Cloud Voice Communicator. It brings together all your mobile and desktop devices (including Windows, Mac, iOS and Android) so that they work in harmony, and is packed with features that have been designed to make your working day easier.

Over the next pages, we will show you how to install, login and begin using BT Cloud Voice Communicator Desktop Edition in an easy-to-follow, step-by-step guide. This Desktop version uses an internet connection to make and receive calls.

This document is intended for you if you will be using, or you are an administrator of, BT Cloud Voice Communicator Desktop Edition.

1.1 Overview.

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4 First of all, you’ll need to check that you meet the following installation and licensing requirements. Speak to your Administrator if you aren’t sure.

Processor Minimum 1 GHz; however, 1.5 GHz is recommended, Pentium 4 at a minimum, dual core CPU is recommended for video calls at a minimum

Memory Minimum: 1 GB RAM

Minimum: 2 GB RAM for Video

Hard Disk Space Approx. 125 MB

Operating System Mac OS 10.6 Snow Leopard Mac OS 10.7 Lion

Mac OS 10.8 Mountain Lion Mac OS 10.9 Mavericks Windows XP, Vista

Windows 7, or Windows 8 (Classical view only)

Additional Open Graphics Library (OpenGL) 1.5 or higher is recommended Connection Minimum: IP network connection (broadband, LAN, wireless)

Recommended: A 2.0 Mbps connection

Sound Card Full-duplex, 16-bit or use USB headset

2.1 Hardware & Software Requirements.

2.2 Multimedia Device Requirements.

You’ll need administrator-level access to a Windows account to install the software. Some anti-virus software can cause problems during installation, so consider turning it off while installation is in progress; just remember to turn it back on again as soon as it has finished.

To make calls with BT Cloud Voice Communicator, you’ll need speakers and a microphone. Any of the following will be fine:

• External speakers and microphone

• Built-in speakers and microphone

• Dual-jack multimedia headset

• Bluetooth® multimedia headset

• USB multimedia headset

• USB phone. Video Cameras

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2.3 Licensing Requirements.

2.4 Network & Firewall Requirements.

Your account will need to include the Communicator Team Add-On in order to use the Smart Phone application.

IMPORTANT NOTE:

You’ll need an active Internet connection to login to BT Cloud Voice Communicator and then use it to make and receive calls.

You may need to allow outbound access for the following on your firewall:

Protocol Destination Destination Port

HTTPS ucoffice.yourservices.co.uk 85.119.59.31 webcollab.ucoffice.eu 95.172.95.114 ucoffice.eu 95.172.95.82 TCP 443 XMPP ucoffice.eu 95.172.95.82 TCP 5222 and 1081 SIP uk.ic.hnt.hipcom.co.uk uk.ic.56hnt.hipcom.co.uk 85.119.63.1 UDP/TCP 5060 to 5070 RTP uk.ic.hnt.hipcom.co.uk uk.ic.56hnt.hipcom.co.uk 85.119.63.1 UDP 16384 to 32766

DNS Supplied locally UDP/TCP 53

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6 3.1 Installation.

3.1.1 Windows. You’ll need to log in (at administrator level) using the Windows desktop from which you’ll be running BT Cloud Voice Communicator.

The first thing to do is run the ‘ucoffice.exe’ file and click “Next”

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7 Follow the prompts that come up to take you through the process.

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9 3.2 Login & Password

Management.

You can launch BT Cloud Voice Communicator as you would any other program, just double click on the BT Cloud Voice Communicator application shortcut.

3.2.1 Start-up & Login.

The first thing you will see is the login screen. Just enter your username and password into the appropriate boxes and click Sign in, and you’re on your way.

3.1.2 Mac. You’ll need to log in (at administrator level) using the Mac desktop from which you’ll be running BT Cloud Voice Communicator.

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10 3.2.2 Managing your Username

& Password.

3.2.3 My Room Integration Configuration.

You’ll need to login to BT Cloud Voice Communicator with your official Application Username and Password, which you should have received in your Welcome or Service Modification email.

Your Username should take the format:

<username>@<domain> (for example user.one@customer.co.uk)

You can change your password through the Business Portal – please follow standards for password protection policies to make sure it’s as safe as possible.

If your service includes this feature, you’ll need to enter your My Room Audio Conferencing and Web Collaboration details. This lets you get involved with Desktop Sharing (in which other people can see your screen on their devices) and My Room Audio Conferencing (where you can use your virtual meeting room for a conference). Your details should be in your Welcome or Service Modification emails and they can be set or changed with the Business Portal – just go to your Features page and select My Room. To update the information, click the Menu icon and select Preferences, then fill in the tab as below:

BT Cloud Voice Communicator Business Portal

Dial In Number Phone Number

Conference ID Conference ID / Participant PIN

Moderator Pin Chairperson / Moderator PIN

Username Username

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11 3.3 Main Window. When you start BT Cloud Voice Communicator for the first time, this is what you will see – although your Contacts list will be empty. We will talk more about filling it up in the ‘Contacts’ section later in this guide, but for now let’s look at the icons you will see around the edges of the screen.

My Information View and update your day-to-day details, including your presence, avatar, and location.

My Room This is your permanent communication room to use as a virtual meeting room. Contacts Click on this to see all your contacts. Communications History Check your previous chats and calls. Full Enterprise Directory Access all shared contacts in your company’s directory. Dial Pad Use this to make calls.

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12 Buddy Status

Buddy-enabled contacts are those with an XMPP (Extensible Messaging and Presence Protocol) address. This just means that you will be able to check their availability – they will show a flag to indicate whether they are free to talk, in the office but away from their desks, or too busy to stop and chat. Checking this will save you time and effort trying to contact someone who is not there or who needs to focus all their efforts on their work.

You can show your own availability in your main window for your contacts to see, and you will be able to see theirs too. Choose a flag in one of the following colour codes:

Green indicates that you are online and available for communication. Yellow tells your contacts that you are online but have not used your computer for more than ten minutes.

Red means that you are busy and do not want to be disturbed. Grey says that you are offline, so contacts will need to call or chat with you instead.

A question mark comes up when a subscription is pending but not yet approved, ie you have asked to share Buddy Status information and are waiting for the go-ahead.

The phone icon shows that you are on a call, and comes up automatically.

This means that you are in a meeting, and comes up automatically through your Outlook calendar if you have either made or accepted the appointment. It won’t come up for all day meetings though. If you make a call within that meeting, the phone icon comes up instead.

Location

Your location is automatically set by your public IP address; however, you can also write where you are and set your time zone manually.

My Information

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13 When you start a conversation with one or more contacts, a Communications Window will come up. From this window, you can do the following:

• Escalate the chat to include audio, video, and desktop sharing. • End an audio or video call.

• Open the dial pad to type in a number.

• Mute your microphone so the caller can’t hear you. • Adjust your speaker volume.

• Place your caller on hold. • Transfer a call.

If you want to send someone an instant message, there are several ways to open a Chat screen:

• Double-click a contact from your Contacts list or search results.

• Left-click one or more contacts from the Contacts list or search results and click the Chat button.

• Right-click one or more contacts from the Contacts list or search results and click the Chat button.

• On the Communications History list, double-click a chat entry. • In a Communications window, click the Chat button.

If you want to speak to someone or make a video call, do one of the following before you click the Call, Call from Phone or Video button that you will see:

• Left-click one or more contacts from the Contacts list or search results. • Right-click one or more contacts from the Contacts list or search results. • Open the dial pad and enter a phone number.

• Go to the Communications window. • View a contact’s profile.

You can also:

• Enter a phone number in the Search and Dial field. - Press ENTER to start a video call.

- Click the Call, Call from Phone, or Video button.

• On the Communications History list, double-click a call entry. 3.4 Communications Window.

3.5 Chat Window.

3.6 Making an Audio or Video Call.

NOTE:

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14 As mentioned earlier, there might be times when you need to share your desktop, for example, if you want others to see a presentation during a conference call or when people in different locations need to work on the same document. You can set this up easily:

1. Click the Share Desktop button. 2. Click the Start button when prompted.

Don’t forget, you’ll need to enter your web collaboration details in Preferences > Credentials.

You can join in someone else’s desktop sharing session even if you don’t have your own sharing credentials. For more information, see section 14 Preferences. You can stop people from seeing your desktop using the options in the right click menu. You can only remove people from the desktop share sessions that you have set up yourself.

The people you are talking to will be shown at the top of the Contacts list in the main window. This area is also where you can do the following:

• Double-click an active communication to bring its window to the forefront. • See who has sent you a chat message (but only after you accept the chat session;

before this, you will see a chat history badge against their name). • End a call.

• Mute your microphone. • Place a call on hold.

My Room is a permanent room, like a virtual meeting room, that is always available for you to chat with anyone that joins.

You can invite others to your room by dragging and dropping them from the Contacts list into the My Room window. People can join your room by right clicking your name on their Contacts list and selecting Join Room.

If you have added a conference bridge to your profile (in Preferences > Credentials), then you and others in your Room can click the Call button to automatically dial in to a conference so you can speak to each other directly.

3.7 Sharing Your Desktop.

3.8 Active Communications.

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15 If you have a few different options to use as your microphone or speakers, select the one you want before starting a call.

Windows

1. Click the BT Cloud Voice Communicator logo in the main window title bar. 2. Select Preferences.

3. Select Audio.

4. Set a playback device (speakers). 5. Set a recording device (microphone). 6. Click OK.

OS X

1. Select BT Cloud Voice Communicator from the main menu. 2. Select Preferences.

3. Select Audio.

4. Set a playback device (speakers). 5. Set a recording device (microphone). 6. Click OK.

If you click on “Use default”, the microphone or speakers listed in ‘operating system preferences’ will automatically be chosen. For Windows, if there is a “Default Communication Device”, this will be chosen over the “Default Device”.

If you’re using a headset, you can also choose something other than the headset to alert you to incoming calls.

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16 In BT Cloud Voice Communicator Desktop, there are three types of contacts:

• Contacts – The individual people that you speak to.

• Conferences – Audio bridges that you use to communicate with others.

• Groups – People and/or conferences banded together for a specific reason.

In most cases you will see your contacts’ buddy status and share yours with them.

As we’ve already mentioned, your Contacts list will be empty when you sign in to BT Cloud Voice Communicator for the first time.

To add someone new, select the Add Contact item from the menu, or choose the Add Contact button from the main window (pictured above). Enter their details on the screen and click Add Contact.

The new person will appear on your Contacts list. By default, your buddy status information will be shared with them if an XMPP address is provided.

You can add a conference number to a contact too. This is a special number used so you don’t have to remember a PIN code and conference number for your calls, and is particularly useful if you take part in regular conferences with the same people. To set this up, click on the same button you did for Add contact and choose Add conference, then enter the conference bridge number and PIN. Then, when it’s time to join the conference, you just simply right-click the contact or choose it and click the Call button.

It’s also easy to add a new group to your Contacts list – just choose the Add group menu option.

If you want to change any details, right-click anywhere on a selected contact and a menu of options appears. This is the same for normal contacts, conference contacts or groups.

• Click View Profile (in normal and conference contacts) to add, edit, or remove information.

• If you want to delete a contact from your list, choose Remove. • To stop sharing your buddy status information with the contact, press

Unsubscribe. You will no longer see the contact’s buddy status information and they won’t see yours. They will stay in your Contacts list without an icon, the same as a contact who is not buddy-enabled. Select Subscribe if you want to set it back up again.

• To rename a group, choose the Edit menu option.

You can filter contacts in two ways to narrow down any searches that you’re doing: • Use the filter field to search by contact name – the results appear in real time as

you type.

• Use the filter icons in the top bar to find specific types of contacts, such as favourites, conference contacts, or online contacts.

4.1 Adding Contact Details.

4.2 Editing Contact Details.

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17 As mentioned earlier, you can check the status of any ‘buddy-enabled’ contacts – those with an XMPP address – to see if they are available. These contacts will be able to see the same about you on their Contacts list. Their icons will be the same as those listed above in the Main Window section.

You need to subscribe to a contact to see their buddy status, and vice versa. If someone wants to see your buddy status, you will receive a buddy request invitation. You’ll need to accept this before you are allowed to see their contact card. If you don’t want to accept straight away, you can share your buddy status

information at a later date by selecting Subscribe for that contact – right-click on their name or use the arrow button. The contact will have to accept your request before you can share your buddy status.

The ‘Location’ details by the buddy status icon are automatically set based on the IP address of the machine you’re using. You can change it manually by clicking the avatar and then the location icon.

Double-click the avatar to change that too. The avatar in this version is not

completely in real time – they are set at login, when the contact is added, and when the contact comes online.

The XMPP address of a contact cannot be changed. If you need to do this, you must delete the old address and create a new one.

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18 If you want to start up an exchange, click on the Chat icon and a window will come up with the contact’s information at the top.

If someone else wants to initiate a chat, you’ll see a pop-up notification in the bottom right-hand corner of your screen.

Chatting is only possible when you are both online.

You can hide the contact’s information so that your writing area is completely clear. Do this by pressing either the background of their details or the top bar; you can minimise or expand their details during the chat too.

To enter a line break in the text f ield, you can use the following key commands:

• CTRL+ENTER (COMMAND+ENTER on Mac)

• SHIFT+ENTER

• ALT+ENTER

If you want to add a bit of colour to your messages, you can use a smiley emoticon. These can also be done manually by typing the corresponding characters for that particular emoticon.

To copy and paste text to or from the Chat window, use one of the short commands, CTRL+C or CTRL+V, or right-click the text selection to bring up a menu.

When you are finished with your message, send it by pressing ENTER.

When you close the Chat window and open it again, sent messages are shown as chat history.

At the top of the message area, you will see four links: Yesterday, Last week, Last month, and All history. Use these links to see your chat history for each of the different time frames. Delete the history using the drop-down menu.

You can send files to your contacts through the Chat window using one of the following methods:

• Click the Send File button on top of the text field to open the File Selection box.

• Highlight the file to be sent, then click Open. You can also drag and drop a file into the Chat window.

• You can cancel the transfer at any time by clicking Cancel.

• Accept an incoming file transfer by clicking the Accept button.

• Reject the file transfer offer by clicking the Decline button.

After the file has been transferred, you can open or view it in the file manager by using the Click to Open and Show in Folder links.

6.1 Chat View.

6.2 File Transfer. NOTE:

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19 If you need to talk to more than one person at the same time, start a group chat by “multi-selecting” and right-clicking the main window contact list, or by using My Room.

As the ‘owner’ of the chat, you are the only one that can moderate the chat room. Add more people by using drag-and-drop; use the right-click menu options to remove someone from the chat. If needed, this removed participant can join in again later.

A group chat works the same way as a one-to-one chat. All messages from anyone are sent to everyone else, and all contacts need to be online to join in. During the chat, the contacts’ names appear in different colours so you can easily see who is writing.

When the conversation has finished, a group chat history is saved and is available to view later in the Messages tab of the main window. Only the newest chat room messages are stored on the server.

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20 The dial pad, which lets you enter additional digits at any time during the call (for example, to insert a conference number). The dial pad is movable – just drag it around the screen and drop it where you want it. This one lets you mute your microphone.

Use the volume bar to adjust the sound levels. Drag it all the way to the left to mute your speakers – a small red cross will appear in front of the volume bar.

Click this for access to the Call Options menu, which gives you extra ways to handle your calls. These will depend on your settings and your service provider.

Type a number into the Search and Dial field to make your call. BT Cloud Voice Communicator searches for contacts on your own local list and the company-wide enterprise directory as you type your numbers.

If you’re making a video call, choose the video size from Preferences and the Video tab. You will be given a list of available sizes (based on your camera), and the one you choose will become the default for future calls. It will update automatically to give you the best video quality based on your CPU load and changing network conditions. When you are making voice and video calls, you will see the following icons in the Communications window:

These are the choices you’ll see in the Options menu: • Transfer a call to a third party.

• Put the call on hold. Note that if you hold the call, the other party cannot “un-hold”.

• Freeze a video call to the last frame of the video feed. In both voice and video calls, a message will appear on everybody’s screen to say that this has happened. • Hide your own video.

To begin, select a name from your contact list and click the appropriate

communication button. To speak to someone who is not on your list, type their phone number into the Search and Dial field at the top of BT Cloud Voice Communicator window.

The second option in the row of communication buttons is Call from Phone. When you click on this, your desk phone will ring and the call is established when you pick up the receiver. Your other devices may also ring, depending on your set-up. If you make calls from outside the office, but through BT Cloud Voice Communicator, you will also have the mid-call controls of your desk phone, such as hold/resume and transfer.

Your buddy status will be updated automatically to Busy – In Call (the red flag with a phone icon) when you use Call from Phone.

7.1 Making a Call from your Computer.

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21 You’ll see a pop-up notification on your screen when someone wants to talk to you. You can choose to answer, silence the call by closing the pop-up window, silence the call and open a chat session instead, or reject the call.

When you silence a call, the ringtone is muted but the caller is not aware of it. If you do this by closing the pop-up window, you won’t be able to answer or reject it. You can only do this if you have chosen the chat option, and you’ll need to answer or reject the call before you can begin your chat.

If you reject the call, the line will sound busy at the caller’s end and they will know that you have dismissed it.

When someone calls you with a video, you’ll see the same pop-up notification; however, the options are answer with video, answer as voice only, silence and chat, reject, or silence (by closing the popup window). If you decide to answer as voice only, the call is voice only.

If the incoming call does not have a calling name associated with it, BT Cloud Voice Communicator does a local contact search. If it finds a matching number, the name appears on the incoming call screen along with the alert.

BT Cloud Voice Communicator will also add any missing names to your call logs or call history if a match is found in your local contacts.

If you miss a call (or some other type of communication) a message will come up on the left hand side of the navigation pane in the main window. Clicking the icon will take you to the missed call in the Communications History view so you can see the details.

You can use your entire screen for a video call by clicking the Full Screen button or by double-clicking anywhere on a video.

When the video is full-sized, you will see an Options menu at the top that gives you access to the same functions as it does in a normal view. When you move the mouse, the top bar and lower communication buttons appear over the top of the video. Pressing the ESC key or the Windows button will take you back to the video’s original size, even if you had changed the size of the window before going into full screen mode.

You can have one active call at any one time. If you receive a second incoming call and accept it, the first call is put on hold. Switch between your two calls by using the Hold and Unhold buttons.

7.3 Answering a Call.

7.4 Contact Name Lookup.

7.5 Missed Call or Communication.

7.6 Full Screen in Video Call.

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22 Forward calls on to other people using the Communications window. To send a call straight to another person, use the Transfer Call menu item. If you want to announce the call first to make sure it can be taken, dial the number, speak to the third party and then transfer it.

You’ll see a message icon for either a video or an audio call in the upper right-hand corner of the main window. Click on the icon to call the mailbox number and listen to your message or view the video mail.

You can control incoming and outgoing calls from a compatible headset; use them to answer or hang up, mute/unmute and adjust the volume of the call. The following Plantronics headsets have been tested, although other Plantronics devices should also work: • Voyager Pro UC • Savi 700 series • Blackwire C3xx, C4xx, C5xx, and C7xx • Calisto 620 • Audio 628USB 7.8 Call Transfer.

7.9 Message Waiting Indication (MWI).

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23 As mentioned earlier, there can be times when it’s useful to share your desktop. To do this:

1. Select your contact in the main window and click the Share Desktop button. Or, click the Share Desktop button in the Communications window. This won’t actually start the share but it will set up the necessary connections to the server. 2. Once the server connection is set up, a Play button appears – press this to start

sharing your desktop.

Nearly all the usual communication features are available to you while you’re sharing your screen, but video calling and file transfer aren’t supported.

To end the share, click the Stop icon – you’ll be prompted to confirm that you want to finish the session.

To hide or unhide the Chat view, click the Chat button in the Communications window.

Desktop sharing works the same way in both My Room and the ad hoc sessions. If the person you want to share with doesn’t have BT Cloud Voice Communicator, use the separate Desktop Share Invitation link, if available, by right-clicking the My Room button.

If you are using dual monitors, the client should share the primary monitor. If you have been sharing different monitors, make sure that you want to share the primary monitor. You can check which one it is in the operating system settings.

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24 To get started, click on the My Room icon on the left-hand side of the navigation pane.

As the owner of the room, only you can invite people to the chat or choose to share your desktop.

To add more people, drag and drop them into the Communications window. Alternatively, they can join in by right-clicking your name on their contact list and choosing the Join Room menu option.

All your My Room sessions will start as a chat but a call and/or desk share can be added in while you are chatting. Your invited participants will just need to click on the Call button of their chat window to join the conference.

To make the most of everything that My Room offers – simultaneous desktop sharing, conferencing and chat – you’ll need to enter your desktop sharing

credentials, your conferencing number and your PIN in the Preferences > Credentials window. Do this as follows:

1. Right-click the My Room icon on the left-hand side of the navigation pane to see a Context menu.

2. To modify your credentials and conference bridge information, select Configure and go to the preferences.

Select Copy Invitation to copy a link that can be pasted onto email invites to meetings. The link has two parts, one for BT Cloud Voice Communicator users, and one for those without it. Other BT Cloud Voice Communicator users simply have to click on the link to join in; those without can use the dial-in number and PIN on the invitation. The invitation also contains a link to the desktop sharing session, which lets anyone join from a standard web browser. In addition, the BT Cloud Voice Communicator group chat session is supported with the web collaboration session. For more information on desktop sharing, see Section 8.

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25 BT Cloud Voice Communicator lets you search the enterprise directory – your company’s shared database of contacts – along with your other connections. Just type the name into the usual search field and BT Cloud Voice Communicator will automatically search all three lists – local contacts, buddy-enabled contacts and the enterprise directory – at the same time. Results from the enterprise directory will be shown on a separate list in the main window. There may also be search results from other sources, such as Outlook.

The enterprise directory searches for the first name and last name. By default, it waits for 1.5 seconds before it sends the search request to the server.

When contacts are added to lists using directory search results, their details include phone numbers and first names as well as last names. If they have an XMPP address, this will also be imported automatically to allow buddy status and chat.

You can search contacts and calendar entries in Outlook too, if you have one of the following versions installed on your Windows desktop:

• Outlook 2007 • Outlook 2010

If you use several Outlook accounts, you can still use the search function but it will only check one account – a default option, which can be changed in Outlook as follows:

• Go to File > Info (left pane) > Account Settings > Account Settings > Data Files. • Select an account and click “Set as Default”. After making this change, sign out

and sign back in before you start your search.

Your device will only check contacts in your local Outlook Address Book, not in the Exchange server. It will also search all directories in Outlook, even deleted folders. The Contacts directory can also have multiple levels of subfolders.

Every minute, BT Cloud Voice Communicator will scan your Outlook appointments. If it picks up on an appointment happening right now, then it automatically updates your buddy status to ‘Busy – In Meeting’ (the red flag with a calendar page on it). This will only happen when the appointments and meetings are either made or accepted by you, and it doesn’t happen for all-day meetings.

Overlapping appointments are also handled. Here is an example of BT Cloud Voice Communicator operation with Outlook when the time is 9.10am:

• Meeting A takes place from 9am to 10am; buddy status is shown as Busy – In Meeting.

• You manually change your buddy status to Available at 9:15am.

• In the next minute, BT Cloud Voice Communicator sees that Meeting A is running but the buddy status has been explicitly marked as Available, so it does not change it back.

• An overlapping Meeting B runs from 9.30am to 10.30am, so the buddy status automatically changes to Busy – In Meeting when the time reaches 9.30am. If you delete a meeting that is currently happening in Outlook, the buddy status remains as Busy – In Meeting until the Outlook appointments are checked again (once every minute). After that, buddy status is shown as Available. This change may be immediate or it may take a minute depending on how close the timer is to being triggered.

10.1 Search using Outlook.

NOTE:

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12. COMMUNICATIONS HISTORY.

Clicking on the fourth icon in the main window brings up your messaging history. Double-clicking a conversation on the list opens it in a new window.

You’ll be able to see your call history for all placed, received and missed calls. Double-click a name in the list to call back directly; the new call will follow the same format as the previous one, for example, if you were in a video call, double-clicking starts a new video call. Double-clicking a call from a buddy-enabled contact will open a chat window, from which a call can also be made.

If you want to clear the missed communications badges from this window, use the right-click menu from the Communication History button and choose from “All missed”, “Clear missed chats” or “Clear missed calls”. To clear a missed chat indicator, you need to open the chat.

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27 Your Preferences let you change the settings for BT Cloud Voice Communicator. To get to Preferences:

Windows

Click the BT Cloud Voice Communicator logo in the main window title bar. Select Preferences.

OS X

Select BT Cloud Voice Communicator from the main menu. Select Preferences.

My Room

Specify the conference details to be used for your My Room. If your service provider has enabled ‘automatic provisioning’ then you won’t be able to change these details. Web Collaboration

You’ll need to enter your Web collaboration credentials, and they can be viewed and edited.

Log In

Enable or disable automatic sign-in when starting the application. Confirmations

There will usually be a pop-up notification to check that you really do want to remove a contact or call history record. If you would rather not have this, you can select one or all of the check boxes to disable the pop-ups.

You can also control whether or not there is a pop-up notification for your location information. Typically, this is shown at login.

You might also have confirmations for BT Cloud Voice Communicator API, which is used by third-party applications such as Outlook Add-in or compatible headsets. These applications can gather information from BT Cloud Voice Communicator so you can choose whether or not you get a pop-up notification when they request this information. You can also create a default setting to always reject or accept these requests.

Logging

Logging is used for troubleshooting. You may be asked by your service provider to turn on logging and then email the created logs.

13.1 Credentials.

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28 Playback Device (Speakers)

Choose a headset, PC-integrated speakers, or external speakers to listen to your calls. If you have external speakers, these will be the automatic default.

Recording Device (Microphone)

Choose a headset microphone, PC-integrated microphone, or external microphone for talking into – if you have an external microphone, this will be selected by default. You can test your recording device by choosing automatic gain control.

Ring Signal

You can choose a ring signal for incoming calls on each audio device. It will be the same ring for both voice and video calls. You can also select your own ring signal if you prefer.

Sounds

You have the choice whether or not to hear a notification sound for certain events. If you’d rather not, uncheck the box against each event. To preview your sound, select it and click Play.

Capture Device

If you have an external webcam, this one will be selected as the default for video calls but you can choose a different one if you prefer.

Video Size

You will be given several sizes to choose from, based on your video camera. Note that higher sizes will need more bandwidth and a more capable central processing unit (CPU).

13.3 Audio.

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29 You can manage the following services through the Call Settings window:

• Call Director • Remote Office • Call Forwarding • Do Not Disturb

• Hide Number (Calling Line Identification Presentation [CLIP]/Calling Line Identification Restriction [CLIR])

• Simultaneous Ring Personal

Call Director lets you use any fixed or mobile device as your desk phone, making life easier for people who work from different offices or from home. Callers dial your usual number and can reach you on any phone that you choose. A desk phone, mobile phone and/or soft phone can all ring at the same time if you like, so you don’t miss any calls.

You can even move calls from one device to another without hanging up, so if you arrive at the office on your mobile you can switch seamlessly to your desk phone without losing the call.

To add any ‘locations’ (numbers) that you want to work with the service, use the Add New Location button. Use the Alert All Locations Simultaneously check box to ring all your devices at the same time.

Tick the Diversion Inhibitor box to stop an incoming call going to voicemail, which can useful in conference call situations, for example.

Select Answer Confirmation to get a separate audio prompt when answering a call coming in to that number. If you don’t confirm that you want to answer the call, it will end without going to voicemail. This might be useful if you’re using a mobile number, to stop your incoming calls going to mobile voice mail.

Select the Call Control check box to use mid-call services such as Call Transfer and Conferencing for that number.

This lets you use any phone as the office phone from a charging and numbering perspective. For instance, a hotel room phone can be used as the office phone. Enable Remote Office by clicking the Edit icon and specifying the phone number that you want to use as the Remote Office number.

14.1 Call Director.

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30 You can send your calls to another phone number when you are unable to answer them. There are several types of call forwarding, including Forwarding Always, Forwarding when Busy, forwarding when you cannot answer or when you are unreachable.

When you activate this service, all calls are typically blocked by the server and sent to voice mail. You can get this started by clicking the Enable check box.

You can hide or display your number when calling or communicating with people. To hide your number, click the Enable check box. To show your number, set this to Disable.

Include up to ten numbers (in addition to your primary phone number) that you would like to ring when you receive a call. You can also specify whether you want answer confirmations. This service is an older version of Call Director.

14.3 Forward calls.

14.4 Do Not Disturb.

14.5 Hide Number.

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31 If you work from lots of different devices, don’t worry – BT Cloud Voice

Communicator has been set up to work in the same way that you do. This includes several features:

• Chat invitations are sent to all devices. Once you have answered the invitation, the chat messages go to the device that you used to reply.

• Retrieving one’s own buddy notifications when another client updates the user’s buddy status. The client updates its own status based on the information it receives from the server.

• Accepting a shared buddy invitation in one client is also recognized by another client and both clients start receiving buddy status updates.

• A new buddy subscription made in one client is recognized in another. If the Contact blocks the invitation, there are buddy status notifications sent from the server to all of the user’s clients indicating that the subscription was terminated. This information is shown to the user. If the client receives two buddy status authorization requests from two or more devices for the same user, it only shows one request to the user.

• If you remove a Contact from one device, it will update your Contacts lists across your other devices as well.

If you use many devices, each one will show the same status for you. Your status will show updates in the following priority order:

• Busy

• Online

• Away

• Offline

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32 If your Username and/or Password are wrong when you try to log in, or if you don’t have the right requirements (as discussed at the beginning), then you will see an error message.

If you are sure that the set up, login and licensing is correct then please check network connectivity, and have another look at the requirements section of this document including Network and Firewall Requirements.

If problems still persist, you can log the issue via the “General” menu within “Preferences”. This will let BT Cloud Voice Communicator collect information which can be emailed to your support engineers for further diagnostics.

Double-clicking the avatar should open a File Explorer view to select a file. If you’ve lost your XMPP connection (this will be shown in the main window’s top notification area) you won’t be able to do this.

It means that the XMPP connectivity has been lost for chat and buddy status, but you will still be able to make calls. Check your network connectivity and contact your service provider if the problem persists.

If you have selected “Offline” status, you are shown as offline to others. It could also be that you’ve lost your Internet connection, which would make your device enter an offline mode where you can see your contact list but communication is not possible.

You can choose your video resolution from Preferences and the Video tab. The available resolutions are automatically presented based on your camera and your selection is used as the default option for future video calls.

You can’t change your user name and password using your device; you’ll need to contact your service provider. However, you can change desktop sharing credentials in Preferences.

All day meetings do not trigger a buddy status change to Busy – In Meeting. The update is only triggered by appointments and meetings that are either accepted by you or made by you.

Why can’t I change the avatar?

My contacts are all offline and my status bar says “XMPP unavailable” What does this mean?

Why am I offline?

Why can’t I have more video resolutions available?

Why can’t I change my user name and password?

Why does my all day calendar entry not trigger Busy – In Meeting buddy status?

Only the newest chat room messages are stored on the server, but never for My Room.

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33 All one-to-one chat messages are saved locally, so they are not necessarily available in your other devices. Incoming messages are sent to all devices, but the ones that you send are only stored in the device that you are using to send the message.

This is not supported in this release.

It is done based on the public IP address that the machine is using. The IP address is mapped to a physical location. You can manually change the location by clicking the avatar and changing the location icon.

To share your desktop, you need to enter desktop sharing credentials in the

Preferences > Credentials window. If you don’t have sharing credentials, you can still participate in someone else’s desktop sharing sessions.

Only the owner of the room can share the desktop. This applies to both My Room and ad hoc sessions.

Why aren’t all my chat messages available in my other devices?

Why can’t I change the XMPP address of a contact?

Why does my location show an incorrect address?

Why can’t I start desktop sharing?

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